Executive Assistant

Holland America-Princess (Holland America Dawson City Inn); Utqiaġvik (AK); On-site; USD 52,000 - 78,000; Full time

Job summary

North Slope Borough Health Department seeks an experienced administrator to manage and coordinate the department's administrative functions. The role includes supervision of staff, payroll oversight, and maintaining accurate records while protecting confidentiality.

The position requires a high school diploma or GED, plus several years of office management and supervisory experience. A background check and TB screening are required.

Qualifications

• High school diploma or GED required.
• Four years of office management, advanced secretarial and supervisory work experience.
• Three years of experience using a PC with common software applications.

Responsibilities

• Manage and coordinate administrative functions for the department.
• Update and track electronic and paper files; ensure confidentiality and accuracy.
• Supervise staff; oversee payroll, payments and personnel actions.
• Oversee day-to-day office operations and staff training; assist with client services.
• Provide administrative and advanced secretarial support as needed.
• Prepare and manage grant applications and related coordination.
• Monitor the department budget and report trends.
• Manage office supplies and process invoices.
• Attend meetings and transcribe minutes; schedule travel and meetings.

Skills

Office management

Staff supervision

Records management

Budgeting

Compliance & confidentiality

Education

High school diploma or GED

Tools

PC software (MS Office)

Job description

Summary or Purpose

Manages and coordinates the administrative functions for an assigned Department or division, in accordance with Borough and Department policies and procedures.

Essential Duties and Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Updates and tracks a variety of electronic and paper files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring compliance to Department policies and procedures; assures the accuracy of the electronic and paper filing systems.

Supervises and coordinates staff and staff development; evaluates staff; monitors operations to identify and resolve problems relating to staffing and scheduling; reviews and processes payroll, payments and personnel action documents.

Does not apply to Children and Youth Services.

Oversees day-to-day office activities; monitors document preparation for accuracy and completion; assists with staff training programs; assists with client services as necessary; coordinates and completes special projects as directed.

Provide administrative and advanced secretarial support as needed.

Collects information and compiles data for reports as required.

Enters information into computer tracking systems; schedules, prepares and proofreads documents for distribution; assists in preparing grant applications and coordination of grant programs.

Assist in the monitoring of the Department budget, reviews trends and reports issues to be resolved.

Manages office supplies inventory, orders supplies and processes invoices for payment.

Compiles and updates statistical information, reports and related documents; attends meetings and takes and transcribes meeting minutes.

Coordinates and schedules travel arrangements, meetings and appointments as requested.

Serve as a liaison between agencies, programs and departments; assists clients and residents as needed.

Maintain absolute confidentiality of work-related issues, personnel records and Borough information.

Perform other duties as assigned.

Health Department

Assist in production of bi-monthly newsletter. (Senior Program ONLY)

Assist with the implementation of grants and state programs or contracts when necessary. (Senior Program ONLY)

May be required to work a non-traditional work schedule to include evening, holidays and weekends and may be subject to 24 hour on-call status.

Respect clients by recognizing their rights and maintaining confidentiality, including HIPAA requirements.

Protect self, co-workers and consumers by following policies and procedures to prevent the spread of blood borne and/or airborne diseases.

Knowledge, Skills and Abilities

Knowledge of North Slope Borough policies and procedures.

Knowledge of the principles of records management, fund accounting, and budgeting.

Skill in reviewing and correcting mathematical calculations and technical documents.

Skill in supervision, coordinating staff, and delegating tasks.

Does not apply to Children and Youth Services.

Skill in drafting and completing accurate reports, technical documents and correspondence.

Skill in using personal computers and a variety of software applications.

Planning/IHLC Only:

Ability to speak and read the Inupiaq language fluently.

Education, Experience, Certifications and Licenses Required

High school graduate or G.E.D/or, a combination of 12 years of education andwork relatedexperience.

Four years of office management, advanced secretarial and supervisory work experience;

Does not apply to Children and Youth Services.

Three years of work experience with a PC utilizing common software applications.

Health Department:

Applicant must pass a criminal history background check conducted by the State of Alaska Background Check Unit and documentation that the individual is free from active pulmonary tuberculosis.

THE NORTH SLOPE BOROUGH IS AN ALCOHOL AND DRUG FREE WORKPLACE.

This Job Description reflects North Slope Borough's best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation. This is not intended to be a contract.